Agenda item

The Committee gave consideration to the report and appendix (at pages 13 - 20) as delivered and summarised by the Interim Community Services Manager which should be read together with these minutes as a composite document.

The Interim Community Services Manager added that there were two legal avenues available to the Council to address the outstanding cases in respect of gas safety compliance: an application to the courts for an injunction once the Gas Safety Certificate had expired; or enforcement action under alternative legislation, (viz. Environmental Protection Act 1990) to commence action at an earlier date.

Councillor D M Carter enquired as to whether there was a possibility of an in-house bid by the Council for the Borough Wide Cleaning Contract (BWCC).

The Director of Services / Monitoring Officer and Interim Community Services Manager jointly-advised that there was hopeful of the same and that if any in-house bid was received it would be considered impartially. It was stated that any in-house bid would require extensive review and work to determine whether it was feasible.

Councillor Mrs L M Broadley stated that she was concerned at the possibility of no in-house bid being forthcoming given statements made at previous meeting of the Committee by Officers that there would be an in-house bid.

Councillor Miss A R Bond enquired as to the costing of the current contract and the numbers of staff involved.  In relation to Chartwell House, Oadby she stated that a number of complaints had been raised with standards of cleanliness by residents.

The Interim Community Services Manager advised that 90% of the current cleaning contract was already externalised, with the bulk completed by two separate contractors. The current in-house team was said to consist of one caretaker and three part-time cleaners totalling c. £250,000 per year. He stated that there were currently a lot of ad-hoc arrangements in place in terms of cleaning without any detailed specification on what was required on a daily/weekly basis. In relation to the tender process, a detailed specification had been drafted in consultation with all managers responsible for each building. He advised that the new BWCC was to be self-monitoring and monitored by the Council on a periodic basis to ensure the contractor was performing well and in accordance with the specification.

Councillor K J Loydall commended Officers’ work undertaken to reduce current and former tenant arrears and the progress made on empty/void properties. He further asked if any former tenant debts written-off could be written back-on in the future.

The Interim Community Services Manager advised that the write-off criterion had been agreed with the Finance and Accountancy Manager. Any debts over 6 years old were to be submitted for write-off: however, if a former tenant came back to live in the Borough or if it was found out where the tenant was currently residing, the debt could be re-instated.

Councillor L A Bentley asked how many empty/void properties there were within the Borough and how this interlinked with levying of Council Tax. The Member further enquired as to if any in-house bid for the BWCC had been hitherto received, how impartiality was to be maintained in the tendering process and, if the in-house bid was successful, how impartial the Council ought to be in the self-monitoring of quality standards.  He also queried the legalities of an in-house bid vis-a-vis external bids.

The Interim Community Services Manager stated that the Officer responsible for empty/void properties had regular contact with the Revenues and Benefits department responsible for Council Tax. He stated that the Council was reliant, in-part, on owners providing information concerning voids however Officers did periodically chase up and, or, re-visit properties currently paying the 150% levy.

The Interim Community Services Manager further advised that tender bids would be submitted via an online portal and could only be opened by himself in the presence of the Senior Democratic Services / Legal Officer. If an in-house bid was successful, a member of Communities Services would monitor the quality of work. An open day for bidders to show all sites and what work was involved was recently held.

The Director of Services / Monitoring Officer advised the Committee that the procurement exercise had a prescribed scoring matrix and could be challenged by any unsuccessful tenderer.  This was to ensure full openness and transparency.

Councillor Mrs S Z Haq congratulated Officers in exceeding targets in terms of void performance.  She commended the way forward in relation to 114 Uplands Road, Oadby and was hopeful to see the property brought back into use. She requested to be kept up to date on the progress made as Ward Councillor. She further asked how many properties had been brought back into use since this scheme’s inception.

The Interim Community Services Manager stated that the requested information was not immediately available at the meeting but would be provided to the Member in due course.

Councillor J W Boyce commended the report overall. He requested that: a further update was required at the next meeting of the Committee to detail what had been monetarily achieve in terms of former tenant arrears; and a policy be devised in terms of timeframes, systems and enforcement options for gas safety compliance.

The Chair moved the recommendations en bloc set out at paragraphs 2.1 to 2.2 of the report (at page 13).

The Vice-Chair seconded the recommendations.

UNANIMOUSLY RESOLVED THAT:

(i)     The contents of the report be noted by Members; and

(ii)    Delegated authority to approve the award of the Borough Wide Cleaning Contract be granted to the Community Services Manager in consultation with the Chair of the Service Delivery Committee and the Chief Finance Officer (Section 151 Officer).